Option Templates

Managing Option Templates (UltraCamp New)

To find where to create or edit option templates, take the following steps:

1. Go to the  Menu and expand the Templates section.
2. Click on Templates under the Options section.

By default, UltraCamp will display your enabled Option Templates. You can also display disabled templates by checking the box to “Show disabled items” in the upper right. Option templates can be enabled and disabled when edited.

• An existing template will be displayed along with overview information. 
• Fees are displayed to the right of the option name and broken down into the Deposit and Fee, and what is set to be collected At Registration. 
• In addition to fees, any restrictions for Ages on the template will be displayed, along with the template's default Capacity. 
• The "Nest Level" column indicates if this option displays by default (“Top”) or if it only appears if another option has been selected previously (“Child”).

Creating and Editing Option Templates

You can create a new Option Template by clicking the NEW button.

Edit an existing Option Template by clicking on its name or anywhere in its row to the right.

Creating and Editing Option Templates

When you create a new option template or edit an existing one, you'll need to fill in the following required information:

1. Select a Category from the dropdown menu.
2. Enter an Option Name. This will display to your clients.
3. Enter an Availability Limit / Capacity. This limits how many times this option can be chosen per session.
4. Fill in any optional desired fields and settings.
5. Click the Save button at the bottom.

Once you've saved your Option Template you will need to schedule it to a session in order for your clients to be able to interact with it. You can learn about Scheduling Options here.

For more detailed breakdown of the different settings that can be used in each section of an Option Template, see the information below:

Basic Information Details

Category

• Select the Category to indicate which Option Category this template is a part of.

Sub Category

• Within a category, a Sub Category acts as a sub-heading for an option or options. Options with the same Sub Category will be displayed together. 
• Sub Categories are displayed in alpha-numeric order. 
• The use of Sub Categories is optional.
• Subcategories are not designed to be lengthy but can permit up to 99 characters.

Option Name

• The Option Name is the actual choice your client will select. 
• The Option Name will show in their shopping cart, on the Reservation Detail page, and multiple other places in the system.

Short Name

• The Short Name displays in reporting instead of the Option Name.
• This can be used to abbreviate how a report displays an option named "Adult Medium T-Shirt" to "Adult M" or just "M."

In-line Description

Text entered into the In-line Description will be displayed to the right of the option during registration. This is in addition to the Option Name and total cost.

Display Rank

• By default, UltraCamp displays options in alpha-numeric order. 
• You can override this by setting a Display Rank within Category. 
• Options with a lower rank will be displayed first and alpha-numerically within the same rank.

Prepend description with weekday name

• For options that represent a month and day and are set up in a mm/dd format, UltraCamp can display the weekday for the current year before the description. 
• Toggling this setting ON will display the Option Name, the weekday for the current year, and then any In-line Description text.

Display to Public

• This setting is on by default.
• If you do NOT want this option to be selectable by clients in the registration process, toggle Display to Public OFF.

Display to Admin

• This setting is ON by default.
• If you do NOT want this option to be selectable by admin users on the administrative side of UltraCamp, toggle Display to Admin to OFF,

Display when unavailable

• When an option is no longer available for selection, UltraCamp hides it from the public view. 
• You can override this setting so when this option is closed or full, it is still listed (but not selectable) along with other options switching Display to public when unavailable to ON

Display on the session information page

• Switch this setting ON to Display this option on the session information page along with the Session Description.
• When enabled, this information will show for any session to which this option is attached.

Clients must specify quantity being purchased

• If Clients can purchase more than one of this particular option, toggle Clients need to specify the quantity being purchased to the ON position.
• This will add a quantity field to the left of the option name. This field defaults to 1 but can be adjusted during option selection in the registration process.

Display number of spaces remaining

• By default, UltraCamp only displays whether or not this option is available.
• You can Display the number of available spaces remaining during registration by toggling this setting ON.

Selected by default

• On the option selection page in the registration, clients must select their desired options by checking a box or button to the left of the option name. 
• However, by toggling the Selected by default setting to ON, this option will be pre-selected for them.

Fees

An option’s total fees are determined by the combination of the Non-refundable Fee and the Cost (less deposit).

Deposit / Non-refundable Fee

• When the primary contact cancels or removes this option from a reservation, this amount will remain on the account as a non-refundable fee.
• When the primary contact cancels a reservation that had this option attached, this amount will also remain on the account as a non-refundable fee.
• When an admin cancels a reservation with this option or removes this option from a reservation, they will have the option to keep or remove this fee.

Cost (less deposit)

This fee amount will be removed along with the option if it is cancelled or removed from the reservation or account.

Collect at Registration

• By default, Option Fees are collected along with session fees, using the session settings.
• Enter an amount to Collect at Registration to override session settings and require this amount at checkout. 
• This amount will be collected in addition to the fees the Session is set to collect at registration.
  • Exception: When a session is set to “Collect all fees at registration,” all fees for this option will be collected, regardless of the Collect at Registration amount.

Cancellation Fee

• A Cancellation Fee can be set to automatically apply to a client’s account should they cancel or remove this option from their reservation. 
• This is in addition to any Deposit / Non-refundable Fee.

Free to Age/Free Over Age

• This option can be set to be Free to Age and / or Free Over Age which prevents this option's fees from applying to people below or above the specified ages respectively.

Allocation account

• If this option’s fees need to be tracked separately from other fees, you can indicate a distinct Allocation Account for this specific option.

Availability

Availability Limit / Capacity

• The Availability Limit determines how many of this option are available to your clients. 
• This is a required field--even if you offer an essentially unlimited number, you will still need to put something in this space. For example, you could enter 9999 as the availability limit.

Age/Grade Restrictions

• You can restrict the availability of this option by Age or Grade using the dropdown menu. 
• If you choose to limit availability this way, you may then set Minimum and Maximum parameters in the resulting fields.
• If this option is used with group reservations, you can have UltraCamp count and charge the fee for this option once per paying registrant by toggling this function to ON.

Allow Cancellations or quantity reductions

• By default, UltraCamp does not allow a client to cancel or reduce their option selections once they have completed registration. 
• You can Allow cancellations or quantity reductions by your clients by toggling this setting ON.

Enabled

• By default this option template is Enabled. If you toggle this setting OFF, the template will be hidden and not show on the admin side for reporting and scheduling.

Documents

• UltraCamp can attach pdf Documents to the Confirmation Email if this option is selected. 
• Click Add / Remove to select documents from your library.
• These documents must be uploaded separately (in the Settings menu under Document Management) and will attach in addition to any other Confirmation Email documents.
• You can remove Documents from this option by clicking Add / Remove, unchecking a selected form and clicking Accept.

Forms

• When a Form is added to an Option, UltraCamp will prompt the client to fill out the selected Form during registration. 
• If this form is not otherwise added to the registration process, only those who choose this Option will see the form.
• This feature can be used for waivers connected with an optional feature—like a day rafting trip—or a financial aid request that triggers an application form.
• You can add or remove forms by clicking Add / Remove, checking or unchecking a selected form and clicking Accept.

Seasonal Fees

• The selection of this option can trigger a Seasonal Fee to be added during the checkout process.
• Click Add / Remove and select the Seasonal Fee by checking its box before clicking Accept.
• You can remove Seasonal Fees from being triggered by this option by clicking Add / Remove, unchecking the box(es), and clicking Accept.  

Payment Plans

• The selection of this option can trigger an Option Payment Plan to display in the checkout process if that payment plan is checked here.
• Click Add / Remove and select the Plan by checking its box before clicking Accept.
• You can remove a Payment Plan from being triggered by this option by clicking Add / Remove, unchecking the box(es), and clicking Accept.  

This option is a child of

• UltraCamp can nest options from one category within options from another.
• For example, if Hot Lunch is an option for this program, selecting the Hot Lunch Option could then trigger a Sandwich, a Spaghetti, and a Pizza option. The specific meal options - Sandwich, Spaghetti, and Pizza - would each be marked as a child of the Hot Lunch option.
• If this option shows up only when another option is chosen first, indicate that This option is a child of the triggering option by taking the following steps:
  • Click Add /Remove.
  • Check the box(es) of any other option(s) that would cause this option to appear.
  • Click Accept.

Delete or Save Details

Delete

• Deleting an option template will remove it from all upcoming sessions as well as remove the template from the list.

Save

• Whether creating a new option or editing an existing one, you must click the Save button at the bottom of the page.